Scheme web & data admin user guide
Contents
1. _ Activity Reports 01 01 201 IMD Report E g 15 06 2 How people found out Report Time Grade Report Format Monthly Standard Monthly Choose your start date and the report will run for the next four months creating a comparrison of the data outputted Date Quarterly Yearly E g 15 06 2015 You can also filter on any aspect of the Walker Registration Form WRF Physical Activity reports These allow you to produce cross tabulated reports on any two factors from your walkers health and demographic profiles to see activity levels of the individuals within those criteria on health walks Walks Report Type END DATE Date 15 05 2014 16 05 2015 E g 15 06 2015 E g 15 06 2015 Comparisons Age Ranges v Ethnic group 18 It has been designed largely to allow you to correlate responses given to the physical activity questions by walkers at the point of joining with other criteria For example you might want to see the activity levels of individuals with a long term health condition who did no activity prior to joining Walking for Health For more detail on running reports please see the in depth reporting guidance As we are still refining the functionality of these reports we would be interested to know how you intend to use this so we can ensure that they meet your needs Please contact Liz our intelligence and research support officer who can help guide you further through the various repo2. for anyone who oversees the internal data admin for their scheme but isn t the main coordinator of that scheme It allows them to carry out most functions that a coordinator can apart from tasks such as ordering materials controlling admin access for the scheme s users and logging volunteer activity or notes on the CRM function This role allows users to e Create walks e Edit scheme details including walks options and dates e Add one off walk events into walks or scheme calendar or ongoing regular walks into the walks calendar in bulk e Bulk remove scheduled walk events e View and enter data walkers registers e Add risk assessments e Add accident reports e Run reports e Assign or remove the role of volunteer and or leader to walkers Accessing your scheme admin area After logging in you should see a Menu button in the top right area of your screen clicking this will bring up an option for Scheme admin Menu Walks Account Logout ite Reports test go This will take you to the admin page for your scheme or if you are involved in multiple schemes you will first be presented with a list of those to choose from with the new scheme admin menu bar Dan s Test Scheme Walks Calendar E Bulk register Public View Edit Scheme This is a test Scheme by Dan Saye w amp lt A ha oS MI walking 2 a forhealth South East Links to healthcare profe
3. to give a date of birth try and get an approximate age i e year of birth and enter an estimated DOB If you have estimated a DOB please un tick the Real Date of birth box underneath the date of birth When adding a new walker this box will be automatically ticked When you finish adding a walk you will be prompted to complete a Walker Registration Form Add walker registration form after account created If you d rather add WRFs at another time you can un tick the box and add these later on in the People tab Type Name Total walks Total hours Last walk date Hours Active WERF Approved A Steve Allen 2 0 0 00 Never Yes ADD Copy register from 3 This button allows you to copy a list from a previous register where the attendance was similar removing the need to do this register from scratch Selecting this option will give you the option to select a date and choose whether to list all those who were added to the original register or just those whose attendance was confirmed To keep a record of who led the walk tick the box in the leader column next to the names of the walk leaders this box will only be there if the walker has been set as a walk leader on their record please speak to your coordinator if this hasn t happened If the leader was a volunteer make sure you change the drop down box next to their name from Walker to Volunteer to ensure the walk is 13 added to the volun
4. 7 2015 10 00 G All 03 08 2015 10 00 G All 06 08 2015 16 00 gt All 10 08 If you don t select an ACTION the date won t be registered 4 7 b You can use the All tick boxes to quickly select all walkers in a row or column At the bottom of each column you will need to either tick SAVE DATE if you want to come back to the register later or tick SUBMIT DATE if the register is complete if you don t tick either your selections won t be saved Once you have selected one of the tick boxes you will need to click Save changes Once you have saved any changes you can navigate into an individual register to make any additions required there add anyone who hasn t been on that walk before by clicking on the date in blue at the top or bottom of the column Managing your walkers and volunteers By clicking on the People button in your scheme admin bar you can view all your scheme walkers along with some key information You can search for specific walkers or filter by first or last name or 15 Scheme Volunters and Walkers Dan s Test EZ Bulk register f People Scheme Walkers Scheme Walkers Add new walker Firstname Lastname Filter by Last name Y Active walkers v Name Total walks Total hours Last walk date Hours Approved Steve Allen E 0 0 00 Never S bob bobby E Luke Doyle 13 08 2015 Leader Volunteer y DOB 26 06 2015 Real date of birth used Edit Luket
5. E Past Event Incomplete Past Event Completed E Event today E Future Event A grey circle within the box for a scheduled walk indicates the numbe rof registered walkers who have been added to that walk If the walk event hasn t taken place yet but has a grey circle in it this suggests that walker s have registered themselvs onto the walk online or that a printable register for the walk has been generated by another admin member of your scheme Clicking on a walk will trigger a pop up box with the walk details you can click to view edit the register Walk Register Scheme Walks Calendar Bulk register 4 People pu Public View Walk Dates Risk assessments Walk Whatman park Date 06 08 2015 Time 16 00 pm J All Attendee Walk Option Taken Attended as Attended WRF Add walker Add new walker Copy register from Accident reports Details Added by Add accident report Number of children in attendance Number of guests in attendance e Walk notes You can also click on Add accident report to add an accident report to this walk 10 Adding walkers to a register There are three buttons left to right to add walkers to your register Add walk ae l 1 This allows you to add existing walkers in the system to your walk register If you ve added a register for this walk before you ll see a list of walkers who have attended this walk before Add Walker Walkers who have atte
6. Scheme web amp data admin user guide Contents What is the web amp data admin role 0 0 csesssccccccccceeeeseeeccccecsaeeeseeececeesssueeseeeceeesssaeeaseeeeeeesssugaaeeeeeeess 1 Accessing yo r scheme admin are sastscsvicdsscessedcntavinasecevsccbooavaedsvewveidessexinndesaveceeeatneedsrarabeddactvacesmuamedeeoens 2 Adver Mme VOUT WK erroe EATA 3 Viewing your MISE OT WALKS serere Ea EEE E 3 Adame and edine WY US asn E E 3 Adding or editing Walk ODON S ee eiceiseest ce rr AAA 4 Adding walk events to your Cal NCal sssccccsseccccenscceceeseccceeecceeeuscceeeusececeuaeceeeenseeessuecessugeceesenas 5 Removing walk events from calendar essssssesssseesesrrresrrrrsrrrresrrerssrrresrrerssreresererssreresererssrereserersseeee 7 EEEE E E EEE E A EEE EEA EA AE AE N AEA AE E E E ESE 8 WAIK REGIS CCS crearsi ro eE EEE 9 Loca ne VOUN KOE ETE er a EEEE 9 Adding walkers tO a registr miuicesrioiirir iessen reehr irinn n r E ENE EEEE E E EN EEE 11 Addie reeter EDUK i en ee ee eee ee 14 Managing your walkers and VOIUNTCETSS cccccsseccccessececcesececeeuscceceusececeunececeeuecessuseceesenceeseesecesseneees 15 ROOM UG redauncacectcnsnescauseucneaatewnesuncessa4 sneer cauncasstanie ven snumonsncsonvonaeunonmtareinan countaureeeutenicaumaaioouesuctnnnn 17 216 9 210 REPO pene E E ee er ee EEA 17 Physical Activity repor ES essersi iesise enre rrean ENE ANEA NE A AEE a EE ii 18 What is the web amp data admin role This role is suitable
7. est Doyletest 2 13 08 2015 The Type column uses icons to indicate useful information about the individual Walker W Volunteer Leader Date of Birth is estimated e The green flag indicates normal walker status the majority of your walkers will be in this category e The red flag indicates a volunteer other than walk leader such as admin promotion and any other volunteer categories e The blue star indicates walk leader those volunteers who have been trained as walk leaders e The red calendar means that the date of birth DOB for the walker in the system was an estimate based on their age bracket when importing from the old database system It will improve the accuracy of your reports if you can get this updated with a genuine DOB If you click on a walker name you can view edit their DOB If you edit a walker s DOB and the database previously had an estimated DOB it will assume that the new one is correct The calendar icon will disappear from the Type column and a tick will appear next to Real date of birth used You also have the ability to mark walkers as a walk leader if they have been trained and or volunteer The volunteer role is set by changing the drop down menu from walker to volunteer and walk leader is set by ticking the box next to the word leader These changes will take place automatically but you may need to refresh your browser to see this 16 The Active column indicate
8. hments avaiable Body _ Rest stop available _ Public transport accessible Rasi JE e amp M Ed 99 Source X Car parking nearby q Walk of special interest Adding walk events to your calendar You can schedule your walk events to appear on specific dates in your calendar This enables the public to see when they will take place and also allows anyone with data admin access to easily enter walk registers for each event To do this click on the orange Walk dates button next to the walk that you wish to schedule Walks Dan s Test amp Scheme Walks Calendar E Bulk register Walk details Options Risk assessments O pen aren Ss eo Dan s First Walk Dan s First Walk Dan s First Option E In the calendar that appears you can then either click on the amp symbol to schedule a single walk event in for a particular date or click on Create Walk Date to schedule a recurring series of walk events Dates for Dan s First Walk Scheme Walks amp Calendar E Bulk register People p Y Public View Walk i Dates Bulk Event Removal Risk assessments Dan s Test Create Walk Date Change Date August 2015 Thu Start by amending the Walk runs every filter to either week fortnight or month depending on the schedule for the walk In the example below the walk has been scheduled to take place every Monday for a year and has been backdated to the date of the oldest regi
9. n s First Walk Dan s First Option A Whatman park Whatman park a A By default the list will show public published walks This should include all walks that are open to everyone as long as they are within the Walking for Health limit of 90 minutes Private walks can be viewed using the dropdown menu under Public and then by clicking Apply Unpublished walks i e ones that stopped running for a time can be viewed using the drop down menu under Published and then by clicking Apply Adding and editing walks You can add a new walk to you scheme via the Add Walk button Or clicking Open on one of your existing walks will allow you to view and edit details of that walk Dan s Test A short walk Scheme Walks Calendar E Bulk register Pe Public View Walk Edit Walk a Dates Risk assessments 30 minute walk 56 Earl Street Maidstone Kent ME14 1PS K Toilets Wheelchair accessible Public Walk U nion Sy wo D m a u Ng St K The Mall a Map Data TermsofUse Reporta map error Risk Assessments Risk Assessments Option Features Duration Distance Edit Remove A short walk m h 0 30 1 0 aes Add Option For more guidance on what to include when you add or edit your walks please see the scheme page guidance document You can view or add risk assessments using the orange box Adding or editing Walk Options A walk option is a variation on a
10. nded this walk before Select Unselect all Order by Lastname Filter by Active walkers Attendee Luke Doyle Luketest Doyletest Jo Dummy Scott Add walkers to register Q Add existing walker Tick the box next to each walker that you wish to add to the register and then click on Add walkers to register at the bottom of the list of names If you want to add the majority of walkers in the list the list you can tick the box next to select unselect all Walkers can also be ordered by first or last name or filtered by active and inactive walkers using the drop down options above the list of walkers To add walkers who haven t attended the walk before click Add existing walker which will bring up some search options Add existing walker Filter By Choose from one of the following options below When presented with a list of walkers you will be able to further refine the list by searching on first and last name Local Authority Search Area Search This Scheme Dan s Test e Local Authority Search allows you to search within different local authorities the local authority the walker lives in e Area Search allows you to search in different geographical locations 11 e This Scheme allows you to search walkers within your own scheme If you are linked with more than one scheme you will have the option to search in your other schemes Or Search your other schemes walkers Scheme Dan s Te
11. p walkers find out everything they need to know For more guidance on this please see the scheme page guidance document The Scheme Dates tab in this view shows the calendar where they can select a date walk April 2015 Monday Tuesday Wednesday Thursday Friday Saturday 1 2 3 4 Oxfam Station Walk Stroll 13 00 10 00 Library Walk 10 30 a Once selected a pop up will display the details for this walk and if it is in the future includes a Join button whereby they can add themselves to the register Walk Instances Library Walk Part of the Surbiton Walking 4 Health Date Time Tue 21st Apr 2015 10 30 Toilets Rest stop available short walk gt 1 0 miles Ohrs 30m Option Features Distance Duration Join Once they click on Join they will be prompted to login or register for the site after which they will then be added to the provisional walk register They will also be given the option to fill out a Walker Registration Form WRF online in advance of the walk if they are not already on the system Walk Registers Locating your walk registers Once a walk event is in your calendar you can add a walk register to it Click on the Calendar button in your scheme admin bar or the dates button within a specific walk You will see all the scheduled walk events for the selected month August 2015 The key below the calendar tells you what the different colour walks mean
12. rting options and output formats available liz cronin ramblers org uk 19
13. s their status within your scheme by toggling this to No you can filter them out of your active lists here and on walk registers The WRF column allows you to add data from their Walker Registration Form if this hasn t been added to the system yet or to update data on their health or contact preferences if they have filled out an update form due to a change in circumstances By clicking on the edit button underneath the walker s name you can update their contact details or name At the top of the page there is an Add new walker button which allows you to add new walkers to your scheme Scheme Volunters and Walkers Dan s Test rf Scheme Walks m Calendar E Bulk register People Scheme Walkers Scheme Walkers Add new walker Reporting Once again the reporting functions are accessed via your menu Menu My Walks Account Logout Scheme Admin Dedupe user approval go There are two types of reports currently available Please select a report type Standard Reports Physical Activity Reports Select Select Standard Reports You can select a date range a report type and format and if you require a sub set of your walks 17 Standard Report Standard x Activity Volunteer Accident tenor ie roma START DATE END DATE Date Date 15 05 2014 16 05 2015 E g 15 06 2015 E g 15 06 2015 Ethnicity Report All General Stats Gender Report Age Report
14. sments Open Ason Nt ox E You will see this in the menu W Public View Walk fi Dates MEPBUIREVEREREMOIE Risk assessments If you click on Bulk Event Removal you can select the date range the walks you wish to remove fall into and then select the individual events you wish to remove Between 01 06 2015 30 09 2015 Panel heading l Toggle i Tue 02 Jun 2015 10 55am Tuesday Corn Exchange Walk Tuesday Corn Exchange Walk short E Tue 02 Jun 2015 09 58am Tuesday Corn Exchange Walk Your scheme page If you click on the Public View tab you will see your walks listed and shown on the map as they will be displayed to the public Surbiton Walking 4 Health Scheme Details Scheme Dates About Us This scheme runs a sreies of gentle walks around the surbiton area designed to lL introduce those with health problems to the beneefits of regular moderate exercise G 1 Villiers Ave Our Walks Surbiton Name Features Library Walk 3 Toilets Rest stop available Oxfam Walk aa Toilets 4 Refreshments available t Rest stop available N p w Station Stroll Toilets x oy Map data 2015 Google TermsofUse Report a map error Aq Wheelchair accessible Public transport accessible Contacts ramona corleone Scheme Coordinator ramona corleaone outlook com ramona corleaone outlook com It is important to ensure this information is as informative and up to date as possible to hel
15. ssionals Themed or special interest walks 15 Saad 4S Kin The Mall a Walk route maps or information available Use the buttons at the top to navigate between different areas Clicking on Public View will allow you to see your scheme s WalkFinder page as a general user would Clicking Edit Scheme will allow you to update your scheme s information Edit WalkFinder Scheme Dan s Test Scheme Walks Back Basic Scheme Info More about the Scheme Images amp Docs Contacts Basic Scheme Info Scheme Name Dan s Test Introduction Summary of Scheme 3 El 99 Source g if A Format Size This is a test Scheme by Dan There is lots of useful information on updating your scheme page in the scheme page guidance document Advertising your walks Viewing your list of walks Your list of walks can be found here on your scheme admin bar Dan s Test amp Scheme Owaks a Calendar E Bulk register It is important to ensure that your walk details here are as informative and up to date as possible as these are the first details that walkers are likely to see when they search for walks in your area via the Walk Finder Clicking on the Walks tab will show your scheme s walks listed in alphabetical order Walks Dan s Test Scheme Walks Calendar E Bulk register Walk details Options Risk assessments O Remove Public pen A short walk A short walk a A Dan s First Walk Da
16. st Select the walkers that you want to add and click Add Walkers to add them to your register Walk Dan s First Walk Date 12 08 2015 Time 15 00 pm Attendee Walk Option Taken Attended as Leader Attended WRF All bob bobby Dan s First Walk Luke Doyle Dan s First Walk Mickey Mouse Dan s First Walk Update Add walker Add new walker Copy register from Save Register Submit Final Register Note A walker from outside your scheme will be marked as approval pending and you will not be able to access their details until a member of staff has marked them approved centrally at which point they will be linked to your scheme Once a walker has been added to a walk they will appear on future registers for that walk 2 This enables you to add a new walker to the system You will first be prompted to add some basic details to register them in the database this is the same form that people using the website can use to register hence the about you terminology 12 Add new walker Information About You Firstname Lastname Notify user of new account Add walker registration form after account created E mail address Telephone Date of birth Date 17 Aug 2015 Real date of birth used Note Date of birth and postcode are now mandatory fields This will help to avoid duplicate entries and to facilitate robust and accurate reporting If a walker refuses
17. ster in their backlog to be entered Create Walk Date Walk runs every On these days 7 Mon H Tue gt Wed G Thur Fri Sat g Sun Between and 06 04 2015 06 04 2016 Start time 7 Average walk Add Date If the walk takes place on a monthly basis once Month has been selected two drop down lists will appear to select both the day of the week and where it falls in the month Options Create Walk Date Walk runs every The event will run on the Monday 06 07 2015 12 01 2016 Between Start time Once you click Add date you will be asked to confirm the dates and ensure there are no clashes i e if the walk had already been scheduled in on that date and then the walk dates will be added to your calendar Removing walk events from calendar An individual walk date can be removed from the calendar by clicking on it and then clicking Remove Event in the pop up box for instance if it has been cancelled due to bad weather Date Time Wed 01st Jul 2015 10 00 People Registered Complete X Incomplete Overdue 12 days ago Walk Register View Remove Event Edit Event If you have scheduled a walk to take place regularly but have made a mistake and wish to remove these dates in bulk you can use the Bulk Event Removal tool To do this navigate to the Dates page for an individual walk amp Scheme Walks amp Calendar E Bulk register Walk details Options Risk asses
18. teer logs again only possible if they have been marked as a volunteer on their Note If you click then your changes will be saved but not committed to the reporting database You will then be able to return to the register and make further changes if necessary record There is also a save button at the bottom of the register pop up that will save all details added Submit Final Register Once you have clicked on the data will be included in reporting data and added onto walker s logs and the register will no longer be editable Adding registers in bulk By clicking on the Bulk register button in your scheme admin bar you can easily enter a number of registers for multiple past events of a regular walk where most of the attendance details are the same You can select the walk and date ranges required and then fill in the grid with the attendances 14 Dan s Test Bulk walk register Scheme Walks a Calendar Bulk register People From To g Date 20 07 2015 Date 20 08 2015 E g 19 08 2015 E g 19 08 2015 Select a walk Whatman park v Apply Walk title Whatman park From date 2015 07 20 To date 2015 08 20 Person 20 07 2015 10 00 G All 27 07 2015 10 00 G All 03 08 2015 10 00 All 06 08 2015 16 00 G All 10 08 bob bobby GAI F Attended F Attended g Attended F Attended G Atte Joanna g All H Attended H Attended F Attended H Attended F Atte Person 20 07 2015 10 00 G All 27 0
19. walk that shares the same starting point and time but has a different duration for instance a short half hour option offered once a month on a weekly hour long walk This could also be used if your walk has the same start point each time but you vary the route taken on different weeks At the bottom of the screen you will see the details of the default walk option that was created when you set up this walk or from the durations on the previous registers for this walk if this walk was brought over from the old database There are two buttons next to the option Option Features Duration Distance Edit Remove A short walk ry 0 30 1 0 oo Add Option e The green Edit button will allow you to make changes to this option e g duration features e The red Remove button will remove this option from the walk and from any future calendar dates un submitted walk registers If you remove the only option associated with a walk the walk will default to a private walk Option Features Duration Distance Edit Remove A short walk t l Add Option Simply add the walk option name duration and walk features Duration hours minutes minutes 90 minutes is the maximum allowed Create Walk Option for A short walk Distance 0 miles Walk features Scheme Walks Toilets Wheelchair accessible WY Public View Walk Uneven ground C Some inclines _ May be muddy Walk option name Ashortwak grade2 Refres
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